Travel Reimbursement Quick Help Guide

Transcription

1 Travel Reimbursement Quick Help Guide The Travel Reimbursement s main purpose is to reimburse travel expenses related to official University Business. Reimbursements can be issued before, during, and/or after a trip has been completed. A Travel Reimbursement payment will be made to the traveler via a linked, auto-approved Disbursement Voucher (DV). Therefore, once a TR is fully approved, KFS generates the auto-approved DV to issue a check or direct deposit to the employee traveler or group leader. The information summarized below and available online is a guide to understand the Travel Reimbursement edoc, creating the Travel Reimbursement for a business expense, information about the Corporate Credit card, the CTS card, Routing & Roles, Policies, Notifications and FAQs. To view the information online, go to: About the Travel Reimbursement You Can Reimburse Travel Expenses Pre-Trip One way to manage prepaid travel expenses is to process a reimbursement in advance of a trip, including airfare, registration fees, and payments to hotels requiring a deposit. All of these expenses can be included in a Travel Reimbursement (TR) document for a Pre-Trip reimbursement. Types of Payees Employee An employee is someone whose employee status with the University of California Irvine is active. Some students have an active employee status and should be paid as an employee. Vendor A vendor is a person or company that has been entered into the Kuali Vendor Onboarding (KVO) system. Vendors can be companies such as hotels and catering services. Faculty visiting from other universities can

2 also be vendors. One-Time Payee or Student Any one who is not an employee or a vendor can be paid as a One-Time Payee. This includes faculty who are traveling and do not have access to approve electronically and employees who are disabled and cannot approve electronically. Students who are not employees should be paid using the One-Time Payee or Student feature. Importing Corporate and CTS card charges If the Employee Payee has used their Corporate Credit Card for expenses, Arrangers can look up the traveler s expenses and import them onto the Travel Reimbursement (TR) or the Entertainment Reimbursement (ENT) edoc. If the Arranger has used their CTS Card (ghost card) to pay for travel expenses for a traveler, the Arranger can look up their own CTS Card expenses and import these expenses into a TEM edoc. Please see our TEM Imported Card Charges page for instructions to import the CTS expenses. Who are the Processors and Approvers? Initiator Payee Fiscal Officer Accounting Reviewer Travel Accounting Please see our workflow and adhoc routing page for workflow details. All employees who are in the route log of the TR will receive notifications when the TR edoc is in their action list. Business Rules For each TR edoc, only one Chart Code (IR-Irvine or MC-Medical Center) can be used. The Chart Code is defined in the Trip Information Section tab, and only Accounts under that Chart Code can be used in the document. For example, if the Chart Code IR is in the Trip Information section, only KFS Accounts under Chart Code IR can be used in the Accounting Lies.

3 After expenses have been entered and the edoc has been saved, the Summary by Object Code tab will automatically populate with the KFS assigned object code(s) that should be used in the accounting lines. Object codes are populated based on the expense type(s) that are entered into the edoc. Using an object code that is NOT displayed in the Summary by Object Code tab will cause an accounting lines error. The Image Scanning tab in the TR edoc includes three options for handling supporting documents. You can use one or any combination of these options: o o o Option one: Send the coversheet and supporting documentation to central Scanning Option two: Link to scanned information on another document Option three: Upload supporting documentation from your computer Please see Accounting's Reference Guide to Required Supporting Documents page. For TR and ENT documents, it is important to not upload documents in the Notes & Attachments tab. Documents in the Notes & Attachments tab does not allow redacting sensitive or personal information. Exceptional Approval Travel Accounting's Additional and Exceptional Approvals for Travel, Meetings, and Entertainment page has detailed information regarding exceptional approvals.

4 Getting Started with the Travel Reimbursement (TR) Staring with the right tools helps every project run smoothly. Here are some tips to help you get started on your Travel Reimbursement (TR). Ensure your payee is ready to receive a payment When a UCI employee needs to be reimbursed for an Entertainment Event or Travel expenses, the employee and the person preparing the reimbursement must each have TEM profiles. The following guides, links and FAQ's will help you create and edit TEM profiles. o o o o o How to create a TEM profile: This is a printable guide that can be saved and ed to others. Create your profile and add an arranger at the same time: This is a printable guide that can be saved and ed to others. Add an arranger to your existing profile : This is a printable guide that can be saved and ed to others. Understanding TEM Profiles and Arrangers: If you are reimbursing a UCI employee, ensure that you are an arranger for them. If you are not an arranger for an employee payee you will not be able to process a reimbursement for them. Having trouble or getting errors? See our TEM Profile FAQ When a Vendor needs to be paid, ensure they have been onboarded into the Kuali Vendor Onboarding system. Students who are active UCI employees will need to create a TEM profile. Students who are not active employees can be paid using the One-Time Payee or Student feature in the Travel Reimbursement and Entertainment Overview tab.

5 Supporting Documentation Starting with the proper supporting documentation will ensure a quicker reimbursement process. Travel Accounting has a Supporting Document Guide to help you ensure that all required documents are included in your reimbursement request.

6 Using the Travel Reimbursement This page briefly explains how to complete a basic Travel Reimbursement (TR) in KFS. Your department or school may have policies or procedures that pertain to processing these reimbursements, and should be followed if applicable. We recommend filling out the Trip Overview tab first, then filling out the rest. Remember to consistently save your work. Where to Access the Travel Reimbursement (TR) Document You can access the TR document in ZotPortal. You can access the TR document inzotportal. Click on the Finances/KFS tab Under the Travel and Event Management Portlet. Expand the transactions menu by selecting the plus (+) sign. Click on Travel Reimbursement. A new TR document will open.

7 Trip Overview In the new TR document, scroll down to the Trip Overview tab. The Traveler Detail Type radio buttons allow you to choose the Type of payee. Employee Vendor One Time Payee or Student Users can select the Traveler Lookup icon (click on the magnifying glass) to search for and choose a payee. 1) Choose the Traveler Detail Type radio button 2) Click on the Traveler Lookup icon. Enter the last name of the traveler. Click on the search button.

8 The search will find all travlers with the last name entered. Click on the return value of the correct traveler name, if more than one is listed. Save the document click on save button at the bottom of the TR document. Document Overview After the document is saved, the Description field will auto populate with the payee's name and the Organization Document Number will be automatically assigned by KFS. In the Traveler Section the traveler s information will also auto populate the traveler name, address and address. The Primary Destination lookup should be used to find the City of the traveler s destination Click on the magnifying glass image for the search of the destination city.

9 Select the appropriate Country/State from the dropdown and type in the city the traveler went to in the Primary Destination field. Remember, when searching for specific words in KFS, it is recommended to enter an asterik (*) before and after the word you are searching for. For example when searching for Hilo, Hawaii, choose Hawaii from the Country State dropdown, then type in: *Hilo* and click Search. Then click on Return Selected on the corresponding row that matches the correct destination. When selecting Hawaii, Alaska or a US Territory as the Primary Destination the Trip Type should always be Out Of State CONUS & OCONUS. The City should be chosen in the Primary Destination lookup. Hawaii, Alaska and the US Territories are coded as OCONUS and will prompt the document to allow Per Diem to be added as an expense. Choosing International as the trip type for these destinations will cause them to show as Conus and adding Per Diem expenses will trigger an error. The destination not found button can be clicked if you need to manually type in a destination and should be used only in following cases. Example: visitor from London to Irvine, California the TR document will not recognize Irvine as an international destination. This example is considered an international trip from London to the U.S. When a traveler is traveling from outside the Continental United States to the United States: o o Choose Trip Type International Manually type in the Primary Destination, Primary Destination Country/State, and Primary Destination County. When a traveler is traveling from another state to California: o o Choose Trip Type Out of State Manually type in the Primary Destination, Primary Destination Country/State, and Primary Destination County.

10 Explanation In the Explanation field, at the top of the TR document, be sure to include the Who, What, When, Where and Why details of the business trip. This is a brief description of the purpose of the business trip in two or three sentences or the initiator/arranger may list out: Who, What, When, Where, Why. Trip Begin & End Date Add the dates of when the UCI business trip begins and ends. Add the date by clicking on the Calendar icon. Choose the date by clicking on the day. Click on the > symbol to change the month and the >> option will change the year. The symbol < will change to the previous month and << will change to the previous year. The x symbol with remove the calendar. Business Purpose The Business Purpose can be the same information in the Explanation field.

11 Special Handling When creating a Travel Reimbursement e-document in KFS, users can select three special check handling options. Enclose additional documents with a check (i.e., invoice, letter). Print a check for pick up at Financial Services in Aldrich Hall. Force a check to be printed when the payee has ACH direct deposit set up. Please see Accounts Payable's Check Enclosures and Special Handling Guide for details. Check Stub Text When paying a vendor, it is very important to type in details in the Check Stub Text field: Invoice number and invoice date department will receive the vendor invoice Name of the event as listed on the vendor invoice or contract Date of the event Amount due Include vendor contact name if listed on the contract: Sales Manager, Event Coordinator, etc.

12 Image Scanning There are currently three options on uploading supporting documentation relating to the reimbursement. For more information on what supporting documents are required, see the Reference Guide. Option 1: Central Scanning After the TR or ENT document has been saved, select the link in this section to print an automatically generated coversheet. All supporting documents should be clipped to it. Send the coversheet and supporting documents to Central Scanning. The e-document will be placed in a "scanning hold" until after documents are uploaded to FileNet by Central Scanning. Option 2: Link to scanned information on another document If your supporting documents were scanned into a previously completed TEM e-document that was subsequently disapproved, link that disapproved edoc to the new one you are creating. Enter the document number of the disapproved document into the Scanned Document Number field in this section. Option 3: Upload supporting documentation Follow these steps to upload your supporting document images to FileNet: Upload is not available until document has been saved, submitted, or blanket approved. Before you upload any images, make sure that any sensitive or personal data is redacted. Files cannot be deleted after they are uploaded. Scan or photograph your documents into one of the following file formats:.pdf,.jpg,.jpeg,.bmp,.png,.tiff, or.tif.

13 Go to the Image Scanning tab and click the Browse button to select the image from your computer. Click the Add button to upload your image to FileNet. No coversheet is needed. The Notes and Attachments Tab should never be used to upload supporting documentation items to a TEM or DV e-document. Sensitive or personal information cannot be redacted or removed once uploaded in the Notes & Attachments tab. You can find more information on Image Scanning by clicking on the flowing links: Feature Release News Article Supporting Documentation Guide Actual Expenses The Actual Expenses tab is where users can provide details on the expenses relating to the travel that need to be reimbursed. Once an expense has been added, a new blank line appears. Users can further break down receipts, if desired, underneath the Expense Type/Date. Step 1 Enter the Expense Date, Expense Type, and the Expense Total amount of all three receipts. Then select the add button. Step 2 Select the "show" button under the Notes field. Step 3 Enter the Expense Amount of the first receipt, then select the "add" button.

14 Step 4 Once the first line is added a new line will appear above it with the balance of the total amount. Change the amount to the amount of the second receipt. Step 5 Add the third expense and select the "add" button CTS and Corporate Card charges can be imported and reconciled by selecting the Look Up/Add Multiple Imported Expense Lines icon.

15 Travel Expense Total Summary of the example below: Total Expenses: total amount in the TR document Eligible for Reimbursement: total amount in the TR document Less CTS Charges: This expense is when a CTS card was used for air or lodging booked and charged on behalf of the traveler. This is not reimbursed to the traveler. Total Reimbursable: This amount is what will be reimbursed to the traveler for their out of pocket expenses. Reimbursed from this Trip: Total paid to the traveler.

16 Special Circumstances The Special Circumstances tab includes key questions that may be asked by Accounts Payable reviewers. The question(s) should be checked ONLY if it pertains to the Travel Reimbursement. If not applicable, leave the section blank. Is any alcohol being reimbursed? (No alcohol allowed on general state funding) Description of expense limit imposed by department, grant, or some other budgetary restriction: Is anyone traveling with you as a companion that is not on University Business? Did you stay overnight with family or friends? Are there any expenses that were incurred due to the disability needs of any travelers? Contact Information Summarizes the Initiator s contact information: name, phone number, address, Campus or Medical Center location.

17 Traveler Certification For further details, go to: Summary by Object Code The Summary by Object Code tab lists the acceptable KFS Object Codes to be used for this reimbursement. These object codes were determined by the expense types identified in the Actual Expenses tab. No other Object Codes may be used on this edoc, and users will get a warning/error if they try to input a different object code in the Accounting Lines tab.

18 Assign Accounts It is not required that the Assign Accounts be used. If multiple accounts need to be charged specific percentages of the total expenses, the Assign Accounts tab can be used. This total must equal the total expenses identified in the document. Once all lines have been entered, the Assign Accounts button is selected and the Accounting information is populated into the Accounting Lines tab. Each accounting line has a Line Description field. Information entered into the Line Description filed will show as the document description on the General Ledger. If the Line Description is left blank, the General Ledger will show the description that appears in the document overview tab. Multiple Travel Reimbursement edocs can be created for the same trip The TEM Doc Number can be used to tie two or more reimbursements for the same trip together. Once a TR Status is FINAL a new TR can be created with the same TEM Doc Number.

19 Example: A traveler has paid for their airfare and hotel for an upcoming trip. Their Arranger can process a reimbursement prior to the trip. When the Traveler returns with meal and taxi expenses from the trip their arranger can process a second reimbursement with the same trip number as the first reimbursement as long as the first reimbursement is in Final status. If the processor needs to find all reimbursements for a particular trip, they can search using the TEM document number. Take note of the TEM Doc #: T Step 1 Select the Travel Reimbursement Custom Document Search link in the Travel and Event Management portlet. Click on: Travel Reimbursement. Step 2 Enter the TEM Doc Number of the first reimbursement.

20 Step 3 Select the New Reimbursement link for the Final TR. Step 4 A new document will open with the same TEM Doc Number as the first TR. Remove any expenses that were paid on the previous TR and add the remaining expenses. Once all required information has been entered, save and submit the document. The save and submit buttons are at the bottom of the TR document.

21 Reports Once the document is completed and saved. You will have access to the populated forms in the Reports tab: Non Employee Forms Travel Expense Report Notes and Attachments Additional information regarding the reimbursement may be added to the TR or ENT document at any time in the Notes & Attachments tab. Type information in the Note Text field Click on the add button Notes and attachments on this document may be viewable to many KFS users. Do not add data with personal, sensitive, or restricted information. Refer to the UC Irvine Information Security page for more details on what information may be considered a risk.

22 Corporate Credit Card & CTS If the Employee Payee has used their Corporate Credit Card for expenses, Arrangers on behalf of the cardholder can look up their expenses and import them onto the TR or ENT edoc. If the Arranger has used their CTS Card to pay for travel expenses for a traveler, the Arranger can look up their own CTS Card expenses into a TEM edoc. Step 1 To import expenses, Arrangers can select the magnifying glass lookup icon, to the right of the Imported Expenses section. Step 2 When Importing Card Expenses, users must select the type of card they are importing. Additionally, they can narrow down their search criteria by Company, Transaction Date, etc. Searching for Corp Card expenses will bring up expenses from the Employee Traveler s Corp Card. Searching for CTS Card expenses will bring up expenses from the Arranger s CTS Card. Use the Assigned radio buttons to see which card charges have been reconciled. When the Yes button is selected, only card charges that have already been imported into a TEM document will show. There are no check boxes to select these charges because they have already been reconciled.

23 When the No button is selected, only card charges that have not been imported into a TEM document will show. Check boxes are available to select so that charges can be imported and reconciled. Step 3 Upon entering search qualifiers or performing a blank search, users can individually select the expense to be imported by checking it in the Select? field. If the expense has already been used or identified as personal, it may still appear, but it will not be selectable. Users must select the return selected button when they have identified all items to import.

24 Corporate Card Reference: UCI Corporate Travel Card Program (how to apply) Applications can be processed from the Travel and Event Management Portlet in KFS. Click on the + sign next to Travel Card Applications to view the link to the Corporate Card Application. Enter a description and explanation in the Document Overview tab. Please include what you intend to use this card for (i.e. business travel expenses or department meeting expenses, etc.) in the explanation field.

25 Review the TEM Profile tab to ensure all the information automatically populated is accurate. If changes need to be made, you will need to cancel this corporate card application, and update your TEM Profile before you initiate and submit an application. Carefully review the User Agreement tab, as this is the cardholder agreement. If you accept this agreement, check the box to indicate acceptance. The document will automatically route to your Fiscal Officer and Department for approval before routing to Travel Accounting for approval. Once Travel Accounting approves this document, the application will be sent to US Bank for processing and your corporate card should arrive to the address listed on your application within 10 business days. Before Applying for a Corporate Card: Before you can apply for a UCI Corporate Card, you will first need to have a TEM profile set up and a Default Account number will need to be entered on the TEM profile. If you get the following error message, it means that you do not have a default account number on your profile. To set up your TEM Profile, please see instructions on our website here: To add a default Account Number to your already existing TEM profile: First log into KFS, then in the Travel & Event Management Portlet, click on the + sign next to TEM Profile to view the TEM Profile Lookup link, and click on this link.

26 From the TEM Profile Lookup screen, type in your first and last name and click search. This should pull up a row with your name. Click on Edit on the far left, in the row that matches your name. Once your TEM profile opens, Scroll down to the Default Accounting section of the edit TEM Profile tab. On the left side of the screen it shows the current default account number, and on the right side you can type in the new default account number. Once the new account number has been entered, you will need to add a description and explanation at the top of the document. If there are no other changes that need to be made, you can click Submit at the bottom. There is no approval process for this, so the change will take place immediately

27 CTS Ghost Card Account: UCI CTS Card Program (how to apply) Applications for the CTS Account can be processed form the Travel and Event Management Portlet in KFS. Click on the + sign next to Travel Card Applications to view the link to the CTS Card Application. Enter a description and explanation in the Document Overview tab. Please include what you intend to use this card for (i.e. arranging travel for department guests) in the Explanation field. Review the TEM Profile tab to ensure all the information automatically populated is accurate. If changes need to be made, you will need to cancel this CTS card application, and update your TEM Profile before you initiate and submit an application. Enter the Chart Code and Account Number on the Default Accounting tab. Since the CTS Account works like a debit card, we need to know which department KFS Account to debit whenever your CTS card is used. This Account Number can be different from the TEM Profile Default Account Number.

28 Carefully review the User Agreement tab, as this is the cardholder agreement. If you accept this agreement, check the box to indicate acceptance. The document will automatically route to your Fiscal Officer and Department for approval before routing to Travel Accounting for approval. Once Travel Accounting approves this document the application will be sent to US Bank for processing. It takes approximately 10 business days for the Accounting office to receive the CTS Letter from US Bank. Once Accounting receives this letter we will reach out to the cardholder to schedule an issuance meeting, where we will train the cardholder on how to use their new CTS account. Before you Apply for a CTS Card: Before you can apply for a CTS Card, you will first need to have a TEM profile set up and a Default Account number will need to be entered on the TEM profile. If you get the following error message, it means that you do not have a default account number on your profile.

29 You will also need to be listed as a TEM Profile Arranger for someone else or be granted the TEM Organization Profile Arranger role in KSAMS. If you get the following error message, it means you are not listed as an Arranger. To become a TEM Organization Profile Arranger, please discuss this with your Department Security Administrator as they will need to grant you access. To set up your TEM Profile, please see instructions on our website here: To add a default Account Number to your already existing TEM profile: First log into KFS, then in the Travel & Event Management Portlet, click on the + sign next to TEM Profile to view the TEM Profile Lookup link, and click on this link. From the TEM Profile Lookup screen, type in your first and last name and click search. This should pull up a row with your name. Click on Edit on the far left, in the row that matches your name.

30 Once your TEM profile opens, Scroll down to the Default Accounting section of the edit TEM Profile tab. On the left side of the screen it shows the current default account number, and on the right side you can type in the new default account number. Once the new account number has been entered, you will need to add a description and explanation at the top of the document. If there are no other changes that need to be made, you can click Submit at the bottom. There is no approval process for this, so the change will take place immediately.

31 Routing and Roles There is an expectation that all users involved in this transaction be familiar with the various UC policies governing the particular payments they are processing. Although the system and this support site attempts to guide the user in certain areas, it is the Initiator and Approver's responsibility to ensure the transaction complies with policy. Any additional school or department policies should be followed per your local Financial Management. If the Payee is an employee, the Payee must have a TEM Profile and the Initiator must be an Arranger for the payee. See the TEM Profile guide here. Initiator Any active faculty or staff can initiate a TR or ENT document, but must be an arranger for the Payee Payee (Traveler) Approves and certifies the edoc Fiscal Officer Approves the edoc Scanning Hold Waits for supporting docs to be scanned Accounting Reviewer Approves or receives an FYI for document. This step is optional. Initiator The Initiator is the employee who creates the TR or ENT document. When a UCI employee is being reimbursed, the initiator must be an arranger for the Traveler. Initiators must have an active TEM Profile to create an TR or ENT document. Payee (Traveler) The Traveler is the person being reimbursed. If the Traveler is an employee, the TR or ENT will route to them electronically. If the Traveler is not an employee, the initiator will print the Non-Employee Form and have the Traveler sign it. The Non-Employee Form should be sent to scanning with the coversheet and supporting documentation. Fiscal Officer The Fiscal Officer is responsible for approving day-to-day activity on an account. Fiscal Officer approval is required for the TR or ENT. System User (Kuali Financial System Us, Kuali Financial System US) This appears in the Route Log to let approvers know that the supporting documentation and cover sheet still needs to be scanned to the document.

32 Accounting Reviewer The optional Accounting Reviewer role creates an additional workflow step on an e-document after the Fiscal Officer. Travel Manager The Travel Manager is a group of Accounts Payable staff members. The Travel Manager is the last approval for the TR or ENT. Ad-Hoc Routing and exceptional approval: Ad Hoc Recipients The department may add additional approvals to the Route Log to review and approve the TR or ENT document. When to send the APPROVE ad-hoc request: Exceptional approval is required for exceptions to policy or delinquency Additional approval Appropriate approver for the traveler that does not report to the fiscal officer or accounting reviewer Dean expenses require additional approval from the VCABS Group.